Administrative Assistant - Center for Veterans Issues : Job Details

Job PurposeThe overall purpose of the Administrative Program Assistant in the Bureau of Transitional Housing and Programs is to provide administrative and programmatic support to the program and the Bureau Director. They are responsible to ensure the effective and efficient operation of the Bureau of Transitional Housing and need an extraordinary attention to detail.Qualifications

• Associates Degree or equivalent from a two year college or technical school
• Three to five years' experience or training in administrative skills
• Able to pass a criminal background check as it relates to the position

Duties and Responsibilities

Assist the Director with all aspects of the Director's responsibilities as requested

Assist in the planning and coordination of the weekly meetings and public events

Log donations, prepare thank you letters, etc. . . in accordance with financial policies and procedures

Assist in the coordination of other public events and public relations

Draft correspondence and other documents including letters, memos, grants, etc. . . .

Manage office operations including ordering supplies, maintaining office equipment as well as processing incoming and outgoing mail

Maintain agency databases and perform entry/exits into the HMIS system

Set up and maintain distribution lists in Outlook

Serve as receptionist, answer all incoming telephone calls, and greet visitors

Create and maintain central office records and files to include contracts and related documents as well as archival material

Manage mailings

Maintain calendar and periodically set up meetings for the Director

Coordinate agenda for staff meetings, prepare notes and assignments from meetings and e-mail to participants

Manage volunteers and interns

Conduct preliminary client interviews in support of the Program Specialist

Schedule, set up and confirm appointments/meetings for participants

Assist Case Managers & program staff with client follow-up & data entry

Perform all other duties as assigned by the Director, including those involving collaboration with other staff